CWDS Bulletins

All Pilot County RFA Implementation Coordinators and SPOCs:

The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Friday, October 31, 2025, beginning at 6:00 AM and concluding at 8:00 AM. During the maintenance window, the CWS-CARES Resource Family Approval (RFA) Application Submission, Review, and Approval Process will be accessible for pilot counties Fresno, Placer, and Santa Clara.

During the maintenance window, document related functionality in the CARES application will not be accessible.

Action Required

No action required from end-users during this maintenance window.

If users experience any issues with the CWS-CARES, please follow your county process for reporting issues. CWS-CARES County Administrators may contact the CARES Service Desk through the CWDS ServiceNow Customer Support Management (CSM) Portal. Alternate methods are phoning 1-855-292-3444 or via email at Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours, and a Service Desk representative will contact you the next business day.

All SPOCs and Technical Contacts:

The CARES-Live team has scheduled maintenance for the CARES-Live application. The maintenance is scheduled for Thursday, October 23, 2025, from 6:00 PM to 8:00 PM. During this scheduled maintenance the CARES-Live team will focus on application maintenance changes that are not visible to CARES-Live users.

NOTE: Users will not be able to access the CARES-Live application during the scheduled outage.

Action Required

If users experience any issues with CARES-Live, please follow your county process for reporting issues. CARES-Live County Administrators may contact the CARES Service Desk through the CWDS ServiceNow Customer Support Management (CSM) Portal. Alternate methods are phoning 1-855-292-3444 or via email at Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours and a Service Desk representative will contact you the next business day.

All SPOCs, Technical Contacts, and SBC Administrators:

The California Department of Technology (CDT) has scheduled maintenance on Saturday, October 25, 2025, beginning at 6:00 AM and concluding at 10:00 AM. During the maintenance window, CDT will apply Standard Monthly OS Security Patches to SBCS Infrastructure Servers. There is no anticipated outage for this maintenance; however, CDT is asking that everyone log off from the Citrix SBC system, if not actively using it during the maintenance window.

Action Required

If users experience any issues with CWS/CMS, please follow your county process for reporting issues or you may contact the IBM Boulder Help Desk at 1-800-428-8268.

All Pilot County RFA Implementation Coordinators and SPOCs:

The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Friday, October 24, 2025, beginning at 6:00 AM and concluding at 8:00 AM. During the maintenance window, the CWS-CARES Resource Family Approval (RFA) Application Submission, Review, and Approval Process will be accessible for pilot counties Fresno, Placer, and Santa Clara.

During the maintenance window, document related functionality in the CARES application will not be accessible.

Action Required

No action required from end-users during this maintenance window.

If users experience any issues with the CWS-CARES, please follow your county process for reporting issues. CWS-CARES County Administrators may contact the CARES Service Desk through the CWDS ServiceNow Customer Support Management (CSM) Portal at https://cwds.service-now.com/csm. Alternate methods are phoning 1-855-292-3444 or via email at Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours, and a Service Desk representative will contact you the next business day.

CARES SPOCs, Implementation Coordinators, OCM Coordinators, County Leadership, Tribe Leadership, Probation Leadership, and State Leadership:

The October Stakeholder Briefing is on Wednesday, October 22, 2025

We are excited to host the CWS-CARES Stakeholder Briefing #4 this week, on October 22, 2025, from 10:00 AM – 12:00 Noon! This live webinar will feature updates from the Project and a 30-minute demonstration on the Administrative Service Console in CWS-CARES. 

A recording of the session, along with the presentation deck and Q&A documentation, will be available on the Stakeholder Briefings and Webinars page on the CWDS Website.

Register now: CWS-CARES Stakeholder Briefing #4: October 2025 Registration. Note: registration is required to attend.

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New CWS-CARES Data Dictionary V0.06 and Office Hours Reminder

This update covers the new CWS-CARES Data Dictionary version and a reminder for CWS-CARES Office Hours (Data Dictionary and SQLDBM) Discussion.

New Version Available on October 24, 2025: CWS-CARES Data Dictionary V0.06 

• CWS-CARES Data Dictionary V0.06 will be available on the Microsoft Teams Channel: CARES Data Dictionary under Files on Friday, October 24, 2025.     

• The Intro tab of the CWS-CARES Data Dictionary highlights all updates in the new version, making it easy to see what’s new or changed. 

Reminder: CWS-CARES Office Hours 

Join us for the CWS-CARES Data Dictionary and SQLDBM Office Hours on November 4, 2025, from 9:00 AM – 11:00 AM. This is a drop-in session designed to provide hands-on training, live demonstrations, and answers to your questions about the Data Dictionary and SQLDBM. 

Please contact CWDSDataManagement@otsi.ca.gov if you have any questions. if you have any questions. 

Thank you for your support as we work to successfully implement and maintain the CWS-CARES Data Dictionary.

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CWDA Conference Recap 

The CWS-CARES Project participated in the annual CWDA Conference, October 8 through 10, in Santa Clara. The conference theme this year was “Putting Families & Communities First.” About 1,000 participants and many vendors attended.

The CWS-CARES Project hosted a booth, three demonstration sessions, a drop-in discussion, and a 90-minute workshop focused on some new features that will be part of the CWS-CARES V1 Go-live. These activities provided fantastic opportunities to meet with counties and answer questions, as well as giving more people a chance to see CWS-CARES in action.

If you attended the conference, you can access CWS-CARES flyers and other resources in the conference app.

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External Systems Monthly Meeting: Continuing Operations

The External Systems Monthly Meeting was held on October 16, 2025, from 1:00 – 2:00 PM. It focused on the topic of Continuing Operations – determining which systems organizations will need to be maintained at Go-Live, how to make needed technical updates, and what support is available.

Materials and recordings will be posted on the new External Systems Portal. Reach out to the External Systems Coordination Unit (ESCU) team for support and clarifications at CWDS-ExternalStakeholder@otsi.ca.gov.

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Share Your Feedback and Subscribe

Thank you for following our progress! Share your feedback on this CWS-CARES Weekly Digest here: CWS-CARES Weekly Digest Feedback Form. Subscribe to future issues here: CWS-CARES Weekly Digest Subscription Form. 

Action Required

We request that all CARES Single Point of Contacts (SPOCs) and Implementation Coordinators coordinate and distribute the CARES Weekly Digest to all staff impacted by CWS-CARES, at their discretion. 

Child Welfare Leadership, CWS-CARES Points of Contact: SPOCs, Implementation Coordinators, OCM Coordinators, Probation Points of Contact, Tribe Points of Contact:

This communication is a critical update on the status of the CWS-CARES Project’s Advance Planning Document Update (APDU), specific implementation activities, and the impact of the recent federal shutdown.

Over the last week, an update was shared with county leadership and partners, Chief Probation Officers of California (CPOC), and Tribes with California Title IV-E Agreements. With the federal shutdown beginning on October 1, 2025, the CWS-CARES APDU has not been able to be submitted to, or approved by, the Administration for Children and Families (ACF). Given the current lack of approved federal funding and the uncertainty surrounding the federal shutdown, work on specific implementation activities including CWS-CARES Pilot, Process Simulation, Training, and Sandbox will be paused while options are assessed.

CWS-CARES Project executives are conducting discussions over the next several weeks to further define the path forward. We are committed to communicating the final decisions and impacts as quickly as possible.

Immediate Actions and Support Status

• Pilot and Process Simulation: (Note: Process Simulation is not the same as Process Information Sessions. They are separate and unique activities.) Specific meetings and activities for these areas will immediately stop for one month pending further evaluation. The Monthly County Pilot Workgroup meeting will continue as planned. 
• Sandbox: Existing Sandbox users will continue to have access to the sandbox and be supported as they are today. However, the Sandbox rollout to new users and all activities and planning related to adding future cohorts are stopped pending evaluation.
• Training: Specific Implementation Readiness/Training meetings will continue featuring potential facilitator changes and a revised agenda focusing on external systems planning, with training topics excluded. More details will be shared soon.

We want to reassure you that significant areas of the CWS-CARES Project are continuing without interruption including prototype and build reviews, Extended User Scenario Testing (EUST), forms, reports, data conversion and external systems activities. All work being performed by your organizations including readiness activities continues in the areas listed above.

The CWS-CARES Version 1 Go-Live Date remains October 2026.

Thank you for your understanding and continued partnership as we navigate these necessary adjustments. We will share the determined path forward when the executive discussions are complete.

Action Required

Please share this update with all appropriate personnel.

ALL SPOCs, Technical Contacts and CAD Contacts:

The California Department of Technology (CDT) has scheduled maintenance of the SAFE Cloud service. The maintenance begins on Saturday, October 25, 2025, at 8:00 PM and concludes on Sunday, October 26, 2025, at 2:00 AM. The activity will cause interruptions in the SAFE Cloud service. Some Business Objects (BO) reports will fail to send, or automated scripts may fail to retrieve from SAFE during this scheduled maintenance.
 

Action Required

All users should logoff of the SAFE Cloud service prior to the start of the stated maintenance timeframe. Please check on your scheduled BO SAFE reports and automated FTP scripts. If needed, re-run the reports and scripts.

Contact the IBM Help Desk (800-428-8268) to report any issues with your Business Objects content in SAFE.

CARES SPOCs, Implementation Coordinators, OCM Coordinators, County Leadership, Tribe Leadership, Probation Leadership, and State Leadership:
 

Reminder: Register for the October Stakeholder Briefing

Registration is still open for CWS-CARES Stakeholder Briefing #4 on October 22, 2025, from 10AM – 12 Noon!

This live webinar will feature updates from Project Leadership, Technology, External Systems, Implementation, OCM, and Training, and Product. The Briefing will conclude with a 30-minute demonstration on the Administrative Service Console in CWS-CARES.

A recording of session along with the presentation deck and Q&A documentation will be available on the Stakeholder Briefings and Webinars page on the CWDS Website.

Register now!

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Conference Season Updates – 2025 CWDA Annual Conference and Dreamforce 

The CWS-CARES Project participated in the annual CWDA Conference October 8-10 in Santa Clara. The CWS-CARES Project conducted a 90-minute Breakout Session and multiple demonstration viewings. Thanks to those who attended and visited our booth!

The CWS-CARES Project is also going to Salesforce’s Dreamforce Conference this week (October 14-16) to gain a deeper understanding of the Salesforce platform and to connect with our partners. We are looking forward to strengthening relationships and building CWS-CARES together!

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Technical Improvements: Streamlined Document Management with Microsoft Word

In September, the project sent a communication to encourage counties and organizations to use Microsoft Word to create forms, as it may be more efficient. Since then, the project has been addressing and removing some of the barriers related to using Word.

The project team is pleased to announce a significant enhancement to CWS-CARES. In direct response to user feedback, our team has been working to simplify Word document management in CWS‑CARES.

Users will be able to view, edit, and save Word documents directly within the CWS-CARES application without the need to download them. Users will be able to save modifications directly within CWS‑CARES, without having to worry about version control.

This functionality – which was technically challenging to achieve until very recently – represents a major step forward. This feature is currently in development. We will share more details when it becomes available. For questions, please reach out to the CWS-CARES Forms Mailbox.

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October 2025 Data Dictionary/SqlDBM Office Hours

On October 7, 2025, the CWDS Data Management team held another drop-in Office Hours session designed to provide hands-on training, live demos, and answer your questions related to the Data Dictionary and SqlDBM.

This monthly meeting series is recorded. The recordings are posted on the CWS-CARES Data Dictionary channel. If you have any questions or would like to be invited to the series, please contact CWDSDataManagement@otsi.ca.gov.

Additional Office Hours for participants who have been to Tableau and AEM Forms training are also available:

• Wednesdays from 2:00 – 3:30: Tableau/Salesforce CARES102 Environment Office Hours Support
• Thursdays from 2:00 – 3:00: AEM Forms Office Hours for Form Authors

Check the Events Calendar for more details.

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Share Your Feedback and Subscribe

Thank you for following our progress! Share your feedback on this CWS-CARES Weekly Digest here: CWS-CARES Weekly Digest Feedback Form. Subscribe to future issues here: CWS-CARES Weekly Digest Subscription Form. 

Action Required

We request that all CARES Single Point of Contacts (SPOCs) and Implementation Coordinators coordinate and distribute the CARES Weekly Digest to all staff impacted by CWS-CARES, at their discretion. 

All Pilot County RFA Implementation Coordinators and SPOCs:

The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Tuesday, October 14, 2025, beginning at 5:00 PM and concluding at 8:00 PM. During the maintenance window, the CWS-CARES Resource Family Approval (RFA) Application Submission, Review, and Approval Process will be accessible for pilot counties Fresno, Placer, and Santa Clara.

During the maintenance window, Tableau reports refresh will be on hold in the CARES application.

Action Required

No action required from end-users during this maintenance window.

If users experience any issues with the CWS-CARES, please follow your county process for reporting issues. CWS-CARES County Administrators may contact the CARES Service Desk through the CWDS ServiceNow Customer Support Management (CSM) Portal. Alternate methods are phoning 1-855-292-3444 or via email at Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours, and a Service Desk representative will contact you the next business day.

All SPOCs and Technical Contacts:

The CWDS Infrastructure team will work with IBM / Kyndryl and AT&T to move some CWS servers at the Orange Data Center. This move is scheduled for Tuesday, October 14, 2025, beginning at 5:00 PM and concluding at 11:00 PM.

Some CWS/CMS users may experience a slight delay in a transaction “if” they are connected to an Orange Data Center gateway CWS server during the scheduled maintenance window.

Other services such as Dedicated County Services, File Share, and FTP Services will be impacted for the four following Counties: Alpine, Colusa, Lassen, and Mariposa. These services will be down for the identified Counties during the scheduled maintenance window. Users from these four Counties will need to save their work and log out of CWS/CMS before the CWS servers are powered down and disconnected during the scheduled maintenance window.

Although the other Dedicated Counties and the Co-Existent Counties are not expected to have their access to CWS/CMS and their County services impacted by this activity, they may wish to save and log out of CWS/CMS prior to the maintenance window as a precaution.

This maintenance will not impact CARES-Live or CWS-CARES.

Action Required

If users experience any issues with CWS/CMS, please follow your county process for reporting issues or you may contact the IBM Boulder Help Desk at 1-800-428-8268.